return material authorization 5 - sage partner portal features include: • automatic allocation and...

.

Sage Accpac International, Inc. Confidential

SAGE ACCPAC

Sage Accpac ERP™

Return Material Authorization 5.5A Getting Started

RMGS ttl .doc, printed on 6/19/2008, at 5:37:35 PM. Last saved on 5/20/2008 11:34:00 AM.

Sage Accpac International, Inc. Confidential

©2008 Sage Software, Inc. All rights reserved. Sage Software, Sage Software logos, and all Sage Accpac product and service names are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners. Sage Software, Inc. Publisher No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of Sage Software, Inc. Use of the software programs described herein and this documentation is subject to the Sage Software License Agreement enclosed in the software package.

Getting Started iii

RMA_Getting Started Guide_55.doc, printed on 6/19/2008, at 5:18:26 PM. Last saved on 6/19/2008 5:18:00 PM.

Sage Software Confidential

Contents

Chapter 1: Introducing RMA

Minimum Requirements ........................................................ 1‐3 Return Material Authorization Documentation.................................... 1‐3

How to Use this Manual .................................................... 1‐4 The User Guide ............................................................ 1‐4 Online Documentation ...................................................... 1‐4

Chapter 2: What You Need to Know Before Setting Up RMA

Steps for Setting Up RMA ....................................................... 2‐2 Step 1: Gather Your Existing Return Material Authorization Data............... 2‐3 Step 2: Add Security Information ............................................ 2‐3 Step 3: Choose Return Material Authorization Options ........................ 2‐4 Step 4: Add Setup Records .................................................. 2‐4 Step 5: Enter Outstanding Return Material Authorizations (Optional) ........... 2‐4 Step 6: Design Return Material Authorization Forms .......................... 2‐5

Choosing RMA Options ........................................................ 2‐5 Automatically Number New RMAs .......................................... 2‐5 Number of Days before an RMA Expires...................................... 2‐6 Allow Blank Statuses on New RMAs ......................................... 2‐7 Default Template Code...................................................... 2‐7

Adding Return Material Authorization Setup Records ............................. 2‐8 Import Setup Records ....................................................... 2‐9

Items Returns Policies ......................................................... 2‐10

iv Sage Accpac RMA



RMA Templates .............................................................. 2‐10 Template Header Information .............................................. 2‐11 Template Item Detail Information .......................................... 2‐12 Template Miscellaneous Charge Detail Information .......................... 2‐13 Template RMA Processing Defaults......................................... 2‐13

Optional Fields ............................................................... 2‐15 Where to Now?............................................................... 2‐15

Chapter 3: Setting Up RMA

Before You Begin .............................................................. 3‐1 Access Restrictions to RMA ................................................. 3‐1

Overview of RMA Setup ....................................................... 3‐2 While You Work............................................................... 3‐2

Guideposts to RMA Information............................................. 3‐3 Using Finders.......................................................... 3‐3 Using Help ............................................................ 3‐4 Finding Additional Information ......................................... 3‐4 Finding Multicurrency Information ...................................... 3‐4 Protecting Your Work .................................................. 3‐5

Setting Up an RMA System ..................................................... 3‐5 Step 1: Gathering Return Material Authorization Data ......................... 3‐5 Step 2: Adding Security..................................................... 3‐6

Changing Print Destination ............................................. 3‐6 Assigning Return Material Authorization Security......................... 3‐6

Step 3: Choosing Return Material Authorization Options ...................... 3‐8 Adding Contact Information ............................................ 3‐8 Choosing Processing Options............................................ 3‐8

Step 4: Adding Return Material Authorization Setup Records ................. 3‐10 Authorizing Employees................................................ 3‐10 External Status Codes.................................................. 3‐11 Fault Type Codes...................................................... 3‐11 Workflow Stage Codes................................................. 3‐12

Getting Started v



Repair Agent Codes.................................................... 3‐12 RMA Templates ....................................................... 3‐12 Templates Header Tab ................................................. 3‐13 Templates Item Detail Tab .............................................. 3‐15 Templates Miscellaneous Detail Tab ..................................... 3‐15 Templates Processing Tab .............................................. 3‐16 Optional Fields ........................................................ 3‐17 RMA Item Policy ...................................................... 3‐18 Import Setup Records .................................................. 3‐19

Step 5: Entering Outstanding Return Material Authorizations.................. 3‐19 Step 6: Designing Return Material Authorization Forms ....................... 3‐20

Index

Getting Started 1–1



Chapter 1 Introducing RMA

Sage Accpac Return Material Authorization (called “RMA” throughout this manual) is an automated returns management and repair tracking system that lets you control high levels of returns while providing superior customer service.

With the rise of e‐commerce, increased competition, and lower margins, more companies than ever before need integrated and automated systems to manage returns. Web‐based ordering has resulted in a higher level of returns than the mail‐order industry experienced, historically.

Sage Accpac RMA lets you manage returns and repairs, and provides the framework for:

• Improved customer satisfaction.

• Early identification of product faults.

• Rapid turnaround times.

• Increased inventory accuracy.

• Proactive return management.

• Simple and fast repair tracking and billing.

RMA features include:

• Automatic allocation and tracking of RMA numbers.

• Optional automatic creation of RMAs from original customer invoices.

• Automatic creation of customer credit notes in Order Entry and returns to inventory.

Minimum Requirements

1–2 Sage Accpac RMA



• Duplicate credit note checking.

• Creation of sales orders in Order Entry to replace returned goods.

• Creation of job‐related replacement orders. You can decide whether to let Project and Job Costing handle the invoicing, or to enable invoicing from Order Entry after you ship the order.

• Inventory returns to vendors in Purchase Orders.

• Enforcement of standard, item‐return policies.

• Ability to set up templates to speed data entry and enforce processing rules.

• Tracking of claims for recovery purposes (for example, the cost of inventory damaged in transit by a third‐party shipping company).

• Shipping documentation.

• Inclusion of multiple customer invoices on one RMA.

• Statistics for analysis purposes, including the ultimate users of all products being returned.

• Status tracking based on user‐definable internal and external status codes.

• Restrictions on who can authorize RMAs. Authorized employees do not necessarily have to be Sage Accpac ERP users.

• Fault‐type tracking.

• Vendor warranty tracking.

• Third‐party repair agent tracking.

• Serial number entry and tracking.

• Online inquiry to view the current status of returns.

Minimum Requirements




• Multicurrency support.

• Return instruction form detailing the return procedures for the customer to follow.

• Integration with Sage Accpac Serialized Inventory (if you use it).

• Integration with Sage Accpac Lot Tracking (if you use it).

• Seamless integration with Sage Accpac Inventory Control, Accounts Receivable, Order Entry, and Purchase Orders modules.

Minimum Requirements Sage Accpac RMA requires Sage Accpac System Manager, Accounts Receivable, Inventory Control, and Order Entry. It also integrates with Sage Accpac Purchase Orders, Lot Tracking, Serialized Inventory, and Project and Job Costing.

You must use version 5.5A, or later, of all Sage Accpac ERP programs that you use.

We suggest that you install RMA after you have completed the Inventory Control and Order Entry installations.

Return Material Authorization Documentation The Sage Accpac ERP 5.5 DVD includes the Getting Started guide and the User Guide in Adobe PDF format, as well the Update Notice and the readme file for this version of RMA.

You can install the Getting Started guide, the User Guide, and the Update Notice on Sage Accpac ERP servers and workstations when you install the RMA program, and you can open them from the Help menu on the Sage Accpac desktop.

Return Material Authorization Documentation




How to Use this Manual

This Getting Started manual explains how to set up your data for use with Sage Accpac RMA.

To install Sage Accpac and set up your printer, follow the instructions in the System Manager Administrator Guide.

In addition to Chapter 1, Getting Started contains these chapters:

Chapter 2, What You Need to Know Before Setting Up RMA, tells you how to create an RMA system that takes full advantage of the program’s features.

Chapter 3, Setting Up RMA, guides you through the process of setting up RMA to meet the needs of your company.

The Index contains an alphabetical listing of topics in this manual, with corresponding page‐number references.

The User Guide

The RMA documentation includes this Getting Started guide and the User Guide.

The Return Material Authorization User Guide contains an overview of RMA processing, and describes daily processing procedures.

Turn to the User Guide once you have finished setting up your RMA system, following the instructions in this Getting Started manual.

Online Documentation

When you install Sage Accpac RMA, you also install the following online documents:

• README.wri, RMATECHINFO.wri, and RMA‐SETUP.pdf files in the \Sage Accpac\DOCS\RA55AENG folder.

Return Material Authorization Documentation




README contains specialized information about the program, and describes any program changes that occurred after the manual was finished.

RMATECHINFO.wri contains technical information, such as a list of the database tables in the Return Material Authorization program and database or report changes.

RMA‐SETUP is a checklist that lists the steps for setting up the Return Material Authorization program.

• The RMA Update Notice, Getting Started guide, and User Guide, if you choose to install documents during the program installation.

You can open the readme file and manuals from the Help menu on the Sage Accpac Desktop.




Chapter 2 What You Need to Know

Before Setting Up RMA

This chapter explains the options you can select and the data you need to add to set up your Return Material Authorization (RMA) system.

Read this chapter before setting up or converting RMA data

Read this chapter before setting up RMA or converting data from another software package. The chapter will help you create a system that takes full advantage of RMA’s features and meets your company’s current and future needs.

After reading this chapter, follow the instructions in Chapter 3, “Setting Up RMA.” For information about running RMA to process daily transactions, refer to the Return Material Authorization User Guide.

Before you begin Before you can set up RMA, you must:

1. Install the Sage Accpac System Manager (version 5.5 or later), including Bank Services and Tax Services, according to the instructions in the System Manager Administrator Guide.

2. Install the most recent service pack for System Manager (if any).

3. Install the following Sage Accpac ERP programs, including their most recent service packs:

• General Ledger.

• Accounts Receivable.

• Inventory Control.

• Order Entry.

Steps for Setting Up RMA




RMA also integrates with Sage Accpac Purchase Orders, Project and Job Costing, Serialized Inventory, and Lot Tracking.

Note: You must install and activate version 5.5, or later, of all the Sage Accpac ERP programs you use.

4. Create a system database and a company database.

5. Choose company‐wide options in Common Services.

6. Activate Bank Services, Tax Services, General Ledger, Accounts Receivable, Inventory Control, Order Entry, and, if you use them, Accounts Payable, Purchase Orders, Project and Job Costing, Serialized Inventory, and Lot Tracking.

7. Add the following information to other Sage Accpac ERP programs:

• Bank, tax, and currency records in Common Services.

• Customer, ship‐to location, payment terms, and salesperson records in Accounts Receivable.

• Item, price list, location, account set, units of measure, and category records in Inventory Control.

• Setup records and contract records in Project and Job Costing. (You also need to change the status of contract projects to Open before you can process transactions for them.)

8. Activate RMA.

Steps for Setting Up RMA You perform the following steps to set up RMA for your company. See Chapter 3 of this guide for a full set of step‐by‐step instructions.

The rest of this chapter provides short descriptions of the records that you add before you start using RMA.





Step 1: Gather Your Existing Return Material Authorization Data

After you activate your Return Material Authorization data, you must add the data from your company‘s present returns system to Return Material Authorizations.

First, gather all your current Return Material Authorization records. These can be manual records or printed listings and reports from other accounting software, such as:

• Lists of the codes and other information you will use to set up authorization codes, external status codes, fault types, workflow stage codes, and repair agents.

• Outstanding return material authorizations.

• Historical return material authorizations (optional).

• Samples of your Return Material Authorization and Return Material Authorization Instruction forms.

• The data entry forms and checklists.

You may be able to enter much of the Return Material Authorization data by importing files created by another program. (For information on importing records, see the chapter on importing and exporting data in the System Manager User Guide.)

Step 2: Add Security Information

If your Sage Accpac ERP system requires user passwords and security profiles, you need to assign user security to Return Material Authorization forms.

For information on activating security and setting up security groups, refer to the System Manager online Help (choose the Help menu on the Sage Accpac ERP desktop) or review the chapter, “Setting Up Security,” in the System Manager Administrator Guide.





Step 3: Choose Return Material Authorization Options

The options you choose on the RA Options form determine how your RMA system operates and the types of data that it stores and displays.

Step 4: Add Setup Records

Before you can process return material authorizations, you need to set up records for authorizing employees, external status codes, fault type codes, workflow stage codes, repair agent codes, and return policies for items.

You should also set up at least one template to ensure consistency when processing return material authorizations.

Choose icons from the R/A Setup folder to set up:

• Authorizations • External Status codes • Fault Type codes • Workflow Stage codes • Repair Agent codes • Item Policies • RMA Templates • Optional Fields

Step 5: Enter Outstanding Return Material Authorizations (Optional)

When you set up RMA, you should enter all outstanding return material authorizations into the new system so you can track them effectively.

If you currently have a computerized return material authorization system, you may be able to import records directly into RMA.

Choosing RMA Options




Step 6: Design Return Material Authorization Forms

RMA includes the following sample reports that you may be able to use with your laser printer “as is,” or, if you use Crystal Reports, you can adapt them to print on the forms you use for RMA confirmations and instructions:

• RACONF01.RPT — Return Authorization confirmation for laser printers.

• RAINST01.RPT — Return Instruction for laser printers.

These forms are not datapiped, so you can add additional fields, if necessary.

Choosing RMA Options Once you have activated RMA, you use the Options form to:

• Specify the contact name, telephone number, and fax number for your RMA ledger. (Use the Contact tab.)

• Specify the prefix and next number to use if you let RMA automatically assign document numbers for return material authorizations.

• Specify whether you want to allow blank external status codes, workflow stage codes, fault codes, and repair agent codes, or force employees to enter them on new RMAs.

• Specify a default template for new RMAs.

Automatically Number New RMAs

RMA provides the same autonumbering options that you find in other Sage Accpac ERP modules.





If you select the option to number return authorizations automatically, specify the number prefix, number length, and next number for return authorizations.

Template autonumbering Note: RMA also lets you set autonumbering by RMA

template, so you can use different series of numbers for different types of RMA (such as for repairs and returns).

If you don’t choose autonumbering — and you don’t use template autonumbering, you must manually assign a number to each RMA that you enter.

Prefix. You can specify a prefix of up to six alphanumeric characters long for all of your return authorizations.

For example, you could include the year and month in the RA prefix (RA0701), or you could use the prefixes that you use in your existing document numbers, or use the default prefixes you see on this page.

Length. Return authorization numbers can be up to 15 characters long, including the prefix.

Next Number. If you do not want to use the default starting number, type over it. The program increases the number by 1 each time you post, but you are not forced to use the numbers assigned by the program — even if you choose autonumbering.

Number of Days before an RMA Expires

RMA lets you specify a number of days before RMAs expire, allowing you to remove automatically old RMAs that have not been completed.

For example, you could set the number of days to 365 to make sure that any RMAs that are older than a year are deleted.

Number of Days before RMA expires. Specify a default number of days that will elapse before RMAs expire. The expired RMAs can be deleted using Periodic Processing.





Allow Blank Statuses on New RMAs

RMA lets you decide whether the following codes are required or can be blank on new return authorizations:

• External status codes • Workflow stage codes • Fault type codes • Repair agent codes

The allow blanks setting will apply only if you do not specify a default template.

If you use RMA templates, the program will use the codes specified by the template that you select during RA entry.

Specify a default template

Templates can also allow blank codes or require entries

Note: You can specify default codes using RMA templates, and you can specify a default template in the RA Options form.

You can also allow blank codes for individual templates, even if you do not choose blank codes in the RA Options form.

Default Template Code

RMA lets you set up RMA templates to speed up data entry. If you have one template that you use more than others, you can select it as the default template in the RA Options form.

For example, you may have two templates: one with default settings for returns and another with default settings for repairs. Or you could set up templates for low value, high volume returns as opposed to high value returns.

RMA templates can also provide separate autonumbering sequences for RMAs.

Adding Return Material Authorization Setup Records




See the section, ”RMA Templates,” later in this chapter, for more information on using templates.

Adding Return Material Authorization Setup Records Once you have selected processing options using the RA Options form, you can set up the records you require for processing return authorizations.

Note: You must add records for each status code, workflow stage, fault code, or repair agent code that you want to use. Even if you allow blank codes on RMAs, the program will check all codes that you enter to ensure that they are valid.

You should set up the following records before you can process return material authorization:

• Authorizing employees.

These are the employees who are allowed to authorize RMAs. Authorizing employees do not have to be set up as Sage Accpac users in Administrative Services.

• External status codes.

Status records identify the current statuses for return material authorizations.

The RMA status is the code that you would communicate to people outside your organization — as opposed to the workflow stage code, which you use internally.

For example, you might have a set of status codes to show:

− Sent out for repairs. − Parts on backorder. − Fixed. In transit. − Ready for pickup.

Adding Return Material Authorization Setup Records




You can use this field for other purposes if you don’t need a status.

• Fault type codes.

Fault types are the reasons that products are returned. You can use them to analyze why people returned particular products.

• Workflow stages codes.

Workflow stages are internal codes that show where goods are in your organization, such as:

− Waiting for initial check. − In‐house repair. Parts ordered. − Replacement required. Contact customer. − Repairs completed. Customer contacted.

• Repair agent codes.

Repair agent codes identity the companies or locations where returned goods are being repaired (typically by third parties).

If you delete records… Note: If you allocate any of the above records to a return

authorization, and then delete the record, the program will report an error when you check data integrity.

Import Setup Records

You can also import setup records for Return Material Authorization.

For detailed information on importing records, see the chapter on importing and exporting data in the System Manager User Guide.

Items Returns Policies




Items Returns Policies RMA lets you specify whether you allow replacement orders or credit notes for each item in your inventory. You can also specify a cutoff number of days after invoicing for credit notes.

This allows you to easily set up and maintain different return policies for items. For example, you can allow some items to be returned within 30 days, while disallowing returns or repairs of other items.

RMA will assume returns and repairs are always allowed if you do not add item policies for an item.

RMA Templates RMA templates speed up data entry by providing standard, default entries for new RMAs.

For example, you could have two standard templates — one with default settings for returns and another with default settings for repairs. Or you could have templates for each of the product repair centers where you send items.

Even if you have only one type of RMA, a template will make data entry much easier.

Templates also allow you to have different autonumbering sequences determined by the RMA template, and they allow you to require status codes or allow blank entries.

If you have one template that you use more than others, you can select it as the default template in the RA Options form.

RMA Templates




RMA templates provide the following default information on new RMA documents.

Template Header Information

RMA templates provide you with the following default header information.

• Default authorizing person.

• Default RMA description.

• Default shipping reference.

• Default ship‐via code.

• Default comment.

It also provides several options for integrating with other Sage Accpac ERP modules:

• Copy RMA comments to credit note.

• Copy RMA comments to replacement order.

• Copy RMA comments to vendor return.

• Automatic item restocking charge.

You can also specify the default restocking miscellaneous charge code and a default restocking fee (as a percentage of the restocked item amount).

• In multicurrency systems, specify a default setting for the Currency Rate Option on the Return Authorization Entry form.

• Put the RMA number in the Reference field or Description field on replacement orders.

• Put the RMA number in the Reference field or Description field on credit notes.

RMA Templates




• Put the RMA number in the Reference field or Description field on vendor returns.

• Default the date on a credit note from the RMA date, completion date, or session date.

• Designate a default salesperson.

• Default the salesperson on a credit note from the bill‐to salesperson, ship‐to salesperson, invoice, or RMA template salesperson.

• Default the salesperson on a replacement order from the bill‐to salesperson, ship‐to salesperson, invoice, or RMA template salesperson.

Template Item Detail Information

You can add the following template information for RMA item details:

• Default item category.

• Default item location.

• Whether to allow blank status, workflow, fault, and repair agent codes or require entries for these codes.

This is exactly like the settings in the RA Options form, but the template settings will override the general program settings.

• Default status, workflow, fault, and repair agent codes for new RMAs created with this template.

• Default settings for the following detail fields:

− Item return to stock. − Put item on replacement order. − Put item on credit note. − Put item on vendor return. − Zero replacement value for item.

RMA Templates




− Zero credit note value for item. − Zero return value for item.

Template Miscellaneous Charge Detail Information

RMA lets you enter two types of details: item details and miscellaneous details. Typically, miscellaneous details would include restocking fees or additional fees for repair services.

You can add the following template settings for miscellaneous details.

• Whether to allow blank status, workflow, fault, and repair agent codes or require entries for these codes.

This is exactly like the settings in the RA Options form, but the template settings will override the general program settings.

• Default status, workflow, fault, and repair agent codes for new RMAs created with this template.

• Default settings for the following detail fields:

− Put miscellaneous charge on replacement order. − Put miscellaneous charge on credit note. − Zero credit note value for miscellaneous charge. − Zero replacement value for miscellaneous charge.

Template RMA Processing Defaults

The Processing Defaults tab provides several options for new return authorization entries:

• Template‐based autonumbering.

You can choose to generate different RMA numbering sequences automatically for different kinds of RMAs. For example, you can have separate sequences for repairs and returns.

RMA Templates




If you don’t choose autonumbering for templates, the program will use the autonumbering sequence set up in the RA Options form.

If you don’t set up autonumbering in templates or in the RA Options form, you must manually assign a number to each RMA that you enter.

See the discussion for RMA Options, at the beginning of this chapter, for details on RMA numbering.

• Default Return Instruction.

Use the Finder to select the Crystal Report that you want to use for printing the RMA confirmation or instructions that you want to issue the customer after entering and adding the RMA. You can also choose a different report form at print time.

• Document Checks.

These defaults ensure that invoices existed for all items that you add to RMAs, that you must be able to match credit notes generated by RMAs to an original invoice, and that you haven’t already credited the invoice and item combination.

Note: For multicurrency systems, if you want to use exchange rates from original invoices when you generate credit notes, you must select the option Match Credit Note To Invoice. If you do not select this option, RMA uses the currency tables in Common Services to determine the exchange rate for credit notes.

You can also default the quantity on RMA details to the original invoice quantity or to “0” when linking an RMA to an invoice, and you can choose whether you have to mark each of the detail lines as complete before you can select the Complete box on the RMA header.

Optional Fields




Optional Fields RMA supports Sage Accpac Transaction Analysis and Optional Field Creator, a separately licensed package that you can use with any edition of Sage Accpac ERP.

Optional fields provide exceptional flexibility

Optional fields let you customize your RMA system as much as you wish. You can use an unlimited number of optional fields to store more information with your RMAs.

Note: RMA lets you add optional fields to an RMA document as a whole and to each detail line in a transaction. It also lets you pass optional field information to credit notes and replacement orders in the Order Entry program, and to vendor returns in Purchase Orders — provided that they use the same optional fields.

Optional Fields

RMA Credit Note

Document Details

Document Header

Optional field information can flow from RMS to credit notes, customer replacement orders, and vendor returns.

And, if the optional fields that you assigned to orders and invoices in Order Entry match the optional fields used in RMA, the optional fields from referenced O/E documents will appear by default in new RMA documents that you create in the RMA module.

Where to Now? Decide first how you want to set up your RMA system — how you want to number RMAs, what codes you need, how many templates you require for everyday processing.

Once you are ready to proceed, fill in the RMA Setup Checklist, and then follow the steps in Chapter 3 to set up your RMA system.

Where to Now?




You can print the RMA Setup Checklist from the Help menu on the Sage Accpac ERP Desktop after you install RMA. Choose Help, Online Documentation, Return Materials Authorization 5.4A, Setup Checklist.




Chapter 3 Setting Up RMA

This chapter contains instructions for defining and creating an RMA system suited to your business. It also describes how to transfer your existing RMA records to Sage Accpac RMA after you have set up the system.

For a complete understanding of the options you encounter as you set up the system, read Chapter 2, “What you Need to Know Before Setting Up RMA,” in this manual.

Before You Begin Install and set up other Sage Accpac ERP applications

Before taking the steps in this chapter, you must:

• Install Sage Accpac System Manager and Bank and Tax services.

• Create system and company databases.

• Choose some company‐wide options in Common Services.

• Activate and set up Bank Services, Tax Services, General Ledger, Accounts Receivable, Inventory Control, and Order Entry.

Follow the instructions for installing and activating applications in the System Manager Administrator Guide.

Access Restrictions to RMA

If you are running RMA on a network, your system administrator defines a password and security profile for each person who uses Sage Accpac ERP.

Overview of RMA Setup




Your password and security profile determine which icons appear for your use when you sign on to Sage Accpac ERP. This means that you may not have access to some parts of the RMA program discussed in this manual. If you require access to an icon or form that does not appear on your screen, contact your system administrator.

Instructions for setting up RMA security are provided in the section, “Step 2: Adding Security,” later in this chapter.

Overview of RMA Setup Once you have activated the RMA program for your company database, you are ready to set up the RMA ledger.

Step 1: Gather data from your present RMA system

Step 4: Add setup records

Step 5: Enter outstanding RMAs (optional)

Step 3: Select RMA options

Step 6: Design RMA forms

Step 2: Add security information for RMA

While You Work Use the setup checklist

You can simplify the data entry process by following the RMA Setup Checklist as you set up your RMA system.

You can find the RMA Setup Checklist (RMA SETUP.PDF) on the computer or server where you installed Sage Accpac ERP programs.

While You Work




The checklist opens in Adobe Acrobat Reader, where you can view and print it.

To print the checklist:

1. From the Windows Start menu, click Programs, then Sage Accpac.

2. Click the subfolder Online Documentation, then Return Material Authorization 5.5A.

3. Click Setup Checklist.

You can also open the checklist from the folder X:\SAGE ACCPAC\DOCS\RA55AENG where X:\SAGE ACCPAC is the drive and folder where your Sage Accpac programs are located.

Acrobat Reader will start.

4. On the File menu, click Print. Adjust the settings, and then click OK.

Review “What You Need to Know...”

If you need more background or overview information any time during setup, refer to Chapter 2, “What You Need to Know Before Setting Up RMA,” in this manual.

Skip steps that do not apply to your use of RMA.

Guideposts to RMA Information

This section describes the symbols used throughout this chapter to identify information or suggestions that will help make setup easier and protect your work.

Using Finders

Use the Finder

When you see a Finder button beside a field in an RMA form, you can click it to display a list of possible entries for the field.

To open a Finder list, click the Finder button with the mouse or press the F5 key (in the field beside the Finder button).

While You Work




To select a record from a Finder list, double‐click your selection with the mouse, or use the arrow keys to highlight a selection, and then press Enter.

Varying the order of records in a Finder list

The Finder also allows you to search for records automatically, or by specifying selection criteria (matching records based on the contents of particular fields). For instructions on using the various features of the Finder, press F1 when the Finder list appears.

Using Help

Press F1 for Help

If you have questions or encounter error messages as you work with Sage Accpac forms, press the F1 key or click Help on the menu to display information about the form, fields, or the message on your screen.

To get help on a specific topic, click the Contents tab, and then choose a topic from the list, or click the Index tab, type a description of the topic, and then choose from the list.

Finding Additional Information

Further information

The information icon identifies other sections in the RMA manuals that contain background information about setup tasks. Read the suggested sections when you need more information about the task you are trying to accomplish.

Finding Multicurrency Information

Multicurrency ledgers

The multicurrency icon identifies information and instructions for setting up a multicurrency RMA ledger. If you do not use multicurrency accounting, the icon lets you easily recognize sections you should skip.

Setting Up an RMA System




Protecting Your Work

Check data integrity and make backups

Throughout this chapter, the microscope in the margin reminds you to check data integrity and make backups of your Sage Accpac data.

Do not ignore this suggestion!

You should check integrity and back up your data before you clear history or do other major tasks that change your RMA data.

For most offices, this means a routine, daily integrity check and backup of accounting records. For information about checking data integrity and making backups, see the System Manager User Guide.

Setting Up an RMA System This section guides you through the process of setting up your Sage Accpac Return Material Authorization system. The instructions in each step list the required and optional information you may wish to enter or that you need for your particular system.

Step 1: Gathering Return Material Authorization Data

After you activate your Return Material Authorization data, you must add the data from your company’s present returns system to RMA.

First, gather all your current return material authorization records. These can be manual records or printed listings and reports from other accounting software, such as:

• Lists of the codes and other information you will use to set up: authorization codes, status codes, fault types, workflow stage codes and repair agents.

• Outstanding return material authorizations.

• Historical return material authorizations (optional).





• Samples of your Return Material Authorization and Return Material Authorization Instruction forms.

• The data entry forms and checklists.

• You may be able to enter much of the return material authorizations data by reading it directly from files created by another program. In Sage Accpac ERP, this is called importing.

Step 2: Adding Security

If your Sage Accpac ERP system requires user passwords and security profiles, you need to assign user security to Return Material Authorization forms.

For information on activating security and setting up security groups, refer to the System Manager online Help (choose the Help menu on the Sage Accpac desktop) or review the chapter, “Setting Up Security,” in the System Manager Administrator Guide.

Changing Print Destination

If you want users to be able to change the print destination, you must assign permission to Change Print Destination from the Administrative Services permissions list in the Security Groups form.

Assigning Return Material Authorization Security

Using the Security Groups form in the Administrative Services folder, you can assign the following security tasks to Return Material Authorization forms.

Setup Administration and Maintenance – Lets you add/modify/delete External, Internal, Repair Agents, Authorization, and Fault Codes. It also lets you modify RA Options including document prefixes, next RMA document number, and optional fields to use.





Setup Maintenance – Lets you add/modify/delete External, Internal, Repair Agents, Authorization, and Fault codes. You cannot modify RA Options settings.

RMA Document Entry – Lets you add/modify/view RMA documents.

Note: In order to search for existing O/E Invoices and create O/E Replacement Orders, you also require access to O/E Order/Shipment/Invoice Entry and access to O/E Unit Price Override.

RMA Document Credit Note Posting – Lets you create Order Entry Credit notes for RMA documents.

To enable RMA Document Credit Note Posting, you also need to assign RMA Document Entry to Add/modify/view RMA documents.

To create a credit note from a RMA document, you also need O/E Credit/Debit Note Entry and access to O/E Unit Price Override.

RMA Document Delete – Lets you delete existing RMA Documents provided that the documents do not have associated credit notes in Order Entry.

You also need to assign RMA Document Entry to Add/modify/view RMA documents to enable RMA Document Deleting.

Setup Report Printing – Lets you print setup reports.

Analysis Report Printing – Lets you print analysis reports.

Import Processing – Lets you import RMA documents. You also need to assign RMA Document Entry so you can open the Return Authorization Entry form to enable import processing.

Export Processing – Lets you export RMA documents. You also need to assign RMA Document Entry so you can open the Return Authorization Entry form to enable export processing.

Period End Processing – Lets you purge completed RMA documents from the system.





Setup Inquiry Only – Lets you inquire on Status Codes, Workflow Stages, Repair Agents, Authorizations, and Fault codes. You cannot modify records.

Display Costing – Allows you to see unit cost and extended cost for items, and vendor unit cost and vendor extended cost for items, on the Return Authorization Entry form.

RMA Document Printing – Lets you print return instructions and return authorizations.

Step 3: Choosing Return Material Authorization Options

The options you choose on the RA Options form help determine how your Return Material Authorization system operates and the types of data that it requires. You can use the form after setup to change RA Options.

The RA Options form contains two tabs, Contact and Processing, which are discussed below.

Adding Contact Information

You can store the name of a returns contact person or position, and enter the telephone and fax numbers you use in your returns department on the Contact tab of the RA Options form.

This page also displays the name and address entered for the company in Common Services. To change the company name and address, use the Company Profile form in Common Services.

Choosing Processing Options

Use the Processing tab in the RA Options form to choose some general settings for your Return Material Authorization system.





Document Numbering

Each Return Material Authorization must have a unique number. You can specify numbers when you enter transactions, or you can use the numbers generated automatically by the program.

You define the formats of document numbers assigned by Return Material Authorization by specifying the length of the number, the prefix you want to use, and the number of the next document on the Documents tab in the RA Options form. The next number is increased by 1 each time you post a new document.

Template autonumbering Note: RMA also lets you set autonumbering by RMA

template, so you can use different series of numbers for different types of returns (such as for repairs and returns).

If you don’t choose autonumbering — and you don’t use template autonumbering, you must manually assign a number to each RMA that you enter.

See Chapter 2 for more information.

Prefix. Specify a prefix of up to six alphanumeric characters long for all of your return authorization numbers.

Length. Return authorization numbers can be up to 15 characters long, including the prefix.

Next Number. Enter the next sequence number for your return authorizations.

Number of Days before RMAs Expire

Specify a default number of days that will elapse before return authorizations expire. The expired return authorizations can be deleted using the Periodic Processing form.





Allow Blank Codes in the Return Material Authorization Detail Screen

Choose whether you allow several fields on the Return Authorization Entry form to be left blank. You can also allow or force field entries in RMA templates, so you can allow skipping on returns, but force field entries on repairs.

You can allow blank entries for the following fields:

• External status codes

• Workflow stage codes

• Fault codes

• Repair agent codes

Step 4: Adding Return Material Authorization Setup Records

Before you can process return authorizations, you need to set up records for authorization codes, status codes, fault types, workflow stage codes, and repair agents. You can also set up records for RMA templates, optional fields, and item return policies.

You choose icons from the Setup folder to set up all of these records.

If you delete records… Note: If any of the setup records is allocated to return

authorization and is then deleted, the program will report an error when you check data integrity.

Authorizing Employees

Use the Authorization form in the R/A Setup folder to:

• Add records to identify who is allowed to authorize return material authorizations.

• Edit and delete existing employees allowed to authorize return material authorizations.





Authorized employees do not need to be set up as Sage Accpac ERP users in Administrative Services as they may not require access to Sage Accpac ERP.

External Status Codes

Use the External Status form in the R/A Setup folder to add records to identify the current status to customers for return material authorizations.

Note: The status description should be worded properly for customers. This is what you tell customers when they ask about their returns. The workflow stage codes are the status codes for internal use.

If you don’t need status codes, you can set RMA to accept blank codes (see Options, above), or you can use this field for another purpose.

Fault Type Codes

Use the Fault Type form in the R/A Setup folder to add records to identify the reasons for returns or repairs.

You can use the fault types on reports to analyze which products are being returned and why.

If you don’t need fault type codes, you can set RMA to accept blank codes (see Options, above), or you can use this field for another purpose.





Workflow Stage Codes

Use the Workflow Stage form in the R/A Setup folder to add records to identify workflow stages for return material authorizations. A workflow stage is one which is made known to those within your organization.

If you don’t need workflow stages codes, you can set RMA to accept blank codes (see Options, above), or you can use this field for another purpose.

Repair Agent Codes

Use the Repair Agent form in the R/A Setup folder to add records to identify Repair Agents for return material authorizations. This can be used to keep track of repairs being done off‐site by third parties.

If you don’t need repair agent codes, you can set RMA to accept blank codes (see Options, above), or you can use this field for another purpose.

RMA Templates

Use the Templates form in the R/A Setup folder to add records to set up default entries for new return authorization documents.

You can set up templates to provide standard entries for different kinds of return authorizations, such as returns as opposed to repairs, or low value, high volume returns as opposed to high value returns.

Templates provide default settings and entries for new return authorizations. If you do not want to provide default entries for particular fields, just leave the fields blank when you create the template.

Templates can also provide the same automatic RA numbering options that appear on the RA Options form, as well as the ability to allow blanks for external status codes, fault type codes, workflow stage codes, and repair agent codes. In addition, they let you determine the RMA information that appears by default on credit





notes, replacement orders, and vendor returns that are generated automatically from return authorizations.

The Templates form includes four tabs for adding settings and default entries.

• RMA Header tab

• RMA Item Detail tab

• RMA Miscellaneous Detail tab (for miscellaneous charges)

• RMA Processing tab

The next four headings discuss fields or settings on these tabs.

Templates Header Tab

This tab includes general settings and default entries for new RMAs. See the RMA Processing tab for setting RMA numbering prefixes and sequence numbers.

• RMA Header Defaults. These fields let you specify the authorizing employee, RMA description, shipping reference, ship via code, and comment that will be added to each new RMA that is assigned this template code.

• Document Integration. These defaults let you control the way credit notes, replacement orders, and vendor returns are created from return authorizations.

You can choose to:

− Copy the return authorization comment from the header to credit notes, replacement orders, or vendor returns.

− Automatically add a restocking fee to the return authorization (as a miscellaneous charge code with a negative value) and assign a salesperson for the restocking fee.





− Put the RMA number in the reference or description field of generated credit notes, replacement orders, or vendor returns.

− Set the date on credit notes to the RMA date, the session date, or the date of RMA completion.

− Set the credit note salespeople to the bill‐to customer salespeople, the ship‐to customer sales people, or the invoice sales people.

− Set the replacement order salespeople to the bill‐to customer sales people, the ship‐to customer sales people, or the invoice sales people.

− Specify a default selection for the Currency Rate Option field on the Return Materials Entry form. (You can change the selection for particular documents when you enter them.) The options you can choose are:

Use Original Doc. Exchange Rate — When you specify a template that uses this option and the Match Credit Notes To Invoice option, RMA uses the exchange rate from the specified customer invoice for generated credit notes.

If you do not specify a customer invoice, or if the template does not require matching to an invoice, the credit note will use the exchange rate from the Currency Rates table for the date of the credit note.

Note: This option has no effect on replacement orders or vendor returns. RMA determines the exchange rate for their respective document dates using the currency tables in Common Services.

Use RMA Exchange Rate — If you use this option, you can specify the exchange rate, rate date, and rate type for the credit note, vendor return, and replacement order. The exchange rate you specify for the return authorization





overrides the rate from the customer invoice, even if the template uses the option to match credit notes to invoices.

Templates Item Detail Tab

The RMA Item Details tab lets you specify default settings for each item detail on the return authorization. You can:

• Set the default item category and item location for the returned or repaired item.

• Allow/disallow blank external status codes, workflow stage codes, fault type codes, and repair agent codes.

• Specify the default external status code, workflow stage codes, fault type code, and repair agent code for each item detail.

• By default place items from the return authorization on a replacement order, on a credit note, and/or on a vendor return, and, by default, set the value or the item on generated documents to “0” or to the value on the return authorization.

Templates Miscellaneous Detail Tab

The RMA Miscellaneous Details tab lets you specify default settings for each miscellaneous change line on the return authorization. You can:

• Allow/disallow blank external status codes, workflow stage codes, fault type codes, and repair agent codes.

• Specify the default external status code, workflow stage codes, fault type code, and repair agent code for each item detail.

• By default, place miscellaneous charges from the return authorization on a replacement order and/or on a credit note, and default the amount of the charge on generated documents to “0” or to the amount on the return authorization.





Templates Processing Tab

The RMA Processing tab lets you set up:

• Autonumbering for RMAs created using this template.

• A default report form to use for printing out the return instructions or the confirmation form for the customer after entering the return authorization.

• Checks on the original documents required before you can create a return authorization.

Template Autonumbering. Select this option if you want to number documents according to the type of return, and then provide an RA prefix, number length, and next RA sequence number.

The template number feature lets you have separate sequences for repairs and returns.

If you don’t choose autonumbering for templates, the program will use the autonumbering sequence set up in the RA Options form (or force you to enter a number if you don’t choose autonumbering in the RA Options form).

Default Return Instruction. Use the Finder to select the Crystal Report that you want to use for printing the return confirmation or return instructions that you want to issue the customer after entering and adding the return authorization. You can also choose a different report form at print time.

Document Checks. These defaults let you ensure that:

• You can only create an RMA if an invoice existed for all items.

• You must be able to match credit notes generated by RMA to an original invoice.

• The program checks the quantity already credited against the Invoice and Item combination.





• You default the quantity to the original invoice quantity or to “0” when linking an RMA to an invoice.

• You must mark each of the detail lines Complete before you can select the Complete option on the RMA header.

• You can change fields (or not) if the detail line is marked Complete.

Optional Fields

As in other Sage Accpac ERP applications, you can customize RMA by adding optional fields to the Return Authorization Entry form and to individual item details. For example, you can add optional fields to record warranty information.

Optional fields flow from the RMA form through to replacement orders and credit notes in Order Entry and to vendor returns in Purchase Orders if you use exactly the same fields in transaction entry forms in those programs.

Note: Optional fields are available as a separately purchased module in Sage Accpac ERP.

Before adding RMA optional fields

Before you can assign optional fields to RMAs, you must set up each field for system‐wide use in Common Services.

For information on setting up system‐wide optional fields, see the System Manager User Guide.

Use the Optional Fields form in the Setup folder to add optional fields to RMAs and RMA item details.

Optional Fields For. You can add optional fields for the RMA as a whole (the RMA Document Header) and for individual detail lines (the RMA Document Detail).

If you add item detail fields that are also used for Order Entry invoice details, the information in those fields will appear in RMAs that you create from invoices if you “auto insert” the fields.





Optional Field and Description. Use the Finder to select the optional field codes you want to add.

You can add an unlimited number of optional fields to RMA header and detail areas.

Default Value and Description. Enter or select the default value for the optional field.

Auto Insert. Select Yes in this field if you want RMA to add this optional field and its default value automatically when you create a new return authorization.

Select No if you do not want the optional field to appear automatically.

RMA Item Policy

Use the RMA Item Policy form in the R/A Setup folder to:

• Add records to set up the returns policy for items.

For example, you can specify a policy that only allows returns within 30 days of the date of invoice, or one that doesn’t allow replacement orders.

• Edit and delete existing RMA Item policies.

• If you do not enter return policies for items, RMA will assume that returns are always allowed.

Fill in the following fields on the Item Policy form:

Item Number. Type the Item Number or use the Finder to select the Item Number for which you want to set up a returns policy.

No Credit Notes Allowed. Select this box if you want to control conditions under which credit notes are allowed:

• If you select No Credit Notes Allowed, you can enter the number of days beyond the Invoice Date when you will no longer allow credit notes.





• If the Number of Days is set to 0, credit notes are never allowed for this item.

Number of Days Beyond Date of Invoice. Enter the number of days beyond which Credit notes are not allowed.

No Replacement Orders Allowed. Select this box if you don’t allow replacement orders for this item.

Import Setup Records

You can also import setup records for return material authorizations. For detailed information, see the chapter on importing and exporting data in the System Manager User Guide.

Step 5: Entering Outstanding Return Material Authorizations

When you set up Return Material Authorization, you should enter all outstanding RMAs into the new system so you can track them effectively.

• If you currently have a computerized Return Material Authorization system, you may be able to use Return Material Authorization’s import utilities to transfer records directly into Return Material Authorization.

• If you are transferring return material authorizations from another Return Material Authorization database, you may be able to export them from the other database, edit them in a spreadsheet or other program to change codes, amounts, and other information, and then import them into the new Return Material Authorization system you are setting up.

For detailed information on importing and exporting, see the chapter on importing and exporting data in the System Manager User Guide.

After importing, you should print the Return Material Authorization reports to verify the imported records.

You can also enter RMAs directly in Return Material Authorization.





See the RMA User Guide for instructions on adding new RMAs.

Step 6: Designing Return Material Authorization Forms

Sage Accpac RMA includes sample formats you may be able to use with your laser printer “as is” or adapt to print on the forms you use for RMAs and instructions.

• RACONF01.RPT — Return Material Authorization confirmation for laser printers.

• RAINST01.RPT — Return Material Authorization Instruction for laser printers.

These forms directly query the RMA data, so you can add more fields if you need to.

Getting Started Index–1



Index

A

Adding optional fields, 2‐15 security information, 2‐3 setup records, 2‐8, 3‐10

Authorizing Employees, 3‐11

B

Blank codes, 3‐10

C

Contact options, 3‐8 Currency Rate Option, 3‐14

D

Document numbering options, 3‐9 Documentation, 1‐3

online, 1‐4

E

External Status codes, 3‐11

F

Fault Type codes, 3‐11 Finder, using, 3‐4

G

Getting Started manual using, 1‐4

H

Help, using, 3‐4

I

Import setup records, 3‐19

M

Match Credit Note To Invoice option and exchange rate on credit notes, 2‐15

Index–2 Sage Accpac RMA



N

Number of days before RMAs expire, 3-9

O

Optional fields, 3-17 setting up, 2-15

Options document numbering, 2-5, 3-9 processing options, 2-5, 3-8

P

Processing options, 3-8

R

R/A Forms sample formats, 3-20

Repair Agent codes, 3-12 RMA expiry period, 3-9 RMA Item Policy, 3-18 RMA Templates, 3-12

S

Security, 3-6, See: System Manager Administrator Guide adding.

Setting up an RMA system Accounts Receivable records required, 2-2 guideposts to information, 3-3 Inventory Control records required, 2-2 optional fields, 3-17

overview, 2-15

Project and Job Costing records required, 2-2

security restrictions, 3-1 steps, 3-5

Setup Checklist using during setup, 3-2

Setup instructions before you begin, 3-1 overview, 3-2

Setup records adding, 2-8, 3-10

T

Templates RMA Header tab, 3-13 RMA Item Detail tab, 3-15 RMA Miscellaneous Detail tab, 3-15 RMA Processing tab, 3-16 setting up, 3-12

U

Using the Getting Started manual, 1-4

W

Workflow Stage codes, 3-12